Business Process Document
eProcurement (SU) - Administration EP.020.550 - Editing, Saving, and Submitting an ePro Req
Security Role
Responsibility/Role
File Name
/ EP_020_550 - Editing, Saving, and Submitting an ePro Req_BUSPROC
Version
Document Generation Date
/ 1/18/2008
Date Modified
/ 1/18/2008
Last Changed by
Status

EP.020.550 - Editing, Saving, and Submitting an ePro Req

Trigger:
Concept

This topic demonstrates how to edit, save, and submit an existing requisition. Some examples of requisition edits will include entering Line Comments, changing the quantity of item, and changing the distribution information. You will have the opportunity to edit Requisitions until they are approved.

Topic Objectives:

Upon completion of this topic, you will be able to:

- List the functions you can perform by going through the Manage Requisitions page.

- List the activities that can be performed on the Edit Requisition page.

- Identify when the Edit Requisition page is available.

- Edit, save and submit a requisition.

Assumptions
Dependencies/Constraints
Additional Information
Procedure

For this topic, imagine you need to edit a requisition by adding a line comment and modifying the shipping information. The Requisition ID is 0000000044. Let’s see how this is done.

Step
/
Action
/
1.  / Begin by navigating to the Manage Requisitions page.
Click the eProcurement link.
2.  / Click the Manage Requisitions link.
3.  / Use the Manage Requisitions page to view a list of requisitions in various statuses. From this page, you can access other pages to perform tasks, such as review requisition details, edit or cancel requisitions, and create change requests.
4.  / You can search for specific requisitions by specifying by requisition ID, dates, requester, who entered the PO, and by PO number and status.
5.  / Click the Req IDlink to access the Requisition Details page where you can view details about individual requisitions. The PO Information header bar appears only if a purchase order was created for the requisition.
6.  / Click the Action list.
7.  / Click the Edit Requisition list item.
8.  / Click the Go button.
9.  / Use the Edit Requisition page to perform activities, such as adding comments and modifying shipping information. This page is accessible only for open requisitions.
10.  / First, you need to add comments about the shipment of calculators.
Click the Comments button.
11.  / You use the Line Comments page to record comments about a selected item.
Click in the Comment field.
12.  / Enter "The calculators should be shipped within two days of the requisition." in the Comment field.
13.  / Select the Send Comment to Vendorcheck box to display the comment on the copy of the PO that is sent to the vendor.
Click the Send to Vendor checkbox.
14.  / Click the OK button.
15.  / Next, you need to enter shipping information for an item.
Click the Select checkbox.
16.  / Click the Modify Line / Shipping / Accounting button.
17.  / Use the Modify Line/Shipping/Accountingpage to change shipping instructions and accounting details for requisition lines.
18.  / Click in the Ship To field.
19.  / Enter "US001" in the Ship To field.
20.  / Click the Modify Shipping Address link to access the Shipping Addresspage where you can enter a shipping address that is not currently defined in the system as a ship to location. The system uses this feature for shipments to a location that will not be used again, for example, shipments to a construction site or other temporary location.
Click the Modify Shipping Address link.
21.  / The address for the specified ship to ID is displayed. Use this page to enter a temporary shipping address that has not been defined as a ship to location, for example, a temporary construction site.
Click OK to save the address.
Click the OK button.
22.  / Use the Due Date field to review or change the arrival date of this shipment. The date that you enter here is a suggested date. When the purchase order is created, the system or buyer attempts to meet this date or changes it to a realistic due date.
Click in the Due Date field.
23.  / Enter "02/15/2006" in the Due Date field.
24.  / In the Attention field, enter the name of the individual who should receive the items. This name displays on the shipping documents.
Click in the Attention field.
25.  / Enter "Kelly Jones" in the Attention field.
26.  / Use theAccounting Information section only if you need to change the accounting information for the requisition. The default structure is derived from the user profile, the item category, and from the Define Requisition page.
27.  / Click the Apply button.
28.  / You have edited the requisition. Now, you need to submit this requisition.
Click the Save & submit button.
29.  / Use the Confirmation page to confirm requisition checkout information.
30.  / Click the Manage Requisitions link to go to the Manage Requisitions component where you can further process the requisition.
31.  / Click the Create New Requisitionlink to add a new requisition.
32.  / Click the View a printable versionlink to preview and print the requisition.
Click the View printable version link.
33.  / Click the Show Distribution Information checkbox.
34.  / Click the vertical scrollbar.
35.  / Review the information. Click the Print Requisitionbutton to open a print dialog box to send a page to your local printer.
36.  / Click the Close Window button.
37.  / Congratulations. You have just completed the Editing, Saving, and Submitting a Requisition topic. Below is a summary of the key concepts of this lesson:
- From the Manage Requisitions page, you can access other pages to review requisition details, edit or cancel requisitions, and create change requests.
- On the Edit Requisition page, you can add comments, modify shipping information, edit chartfields, and change quantity.
- The Edit Requisitions page is only available for open requisitions that have not been approved yet.
End of Procedure.

© 2007 Board of Regents of the University System of Georgia. All Rights Reserved.

Published: 1/18/2008 / Page 3